Sending Smart Mail

Smart Mail is a one-off email tool that enables you to send directly to leads in SharpSpring. This sales-focused tool makes it easier for your team to send powerful and personalized emails directly through SharpSpring. With Smart Mail, it takes only three clicks and about ten seconds to send from the lead record. This article will detail how to send Smart Mail.

Understanding Smart Mail and Mail Sync

Smart Mail facilitates a better hand-off from marketing teams to sales teams by ensuring a consistent, brand-oriented flow of information. This makes it easier for your sales team and business development team to quickly and efficiently locate the emails they need to send.

Creating Smart Mail

All Smart Mail are emails, but not all emails are Smart Mail. You must specifically designate a created email to be a Smart Mail.

Before you can create any kind of email, you must first start with a template. With SharpSpring's available email options, you can leverage various templates built in to the application, or build your own. Though using either a created template or an existing template is up to you, emails can only be created by using a template.

Smart Mail: Menu Features

When sending Smart Mail, there are many features available in the Smart Mail menu window.

View Recently Sent Emails

In the Smart Mail menu, the Recent Emails section shows you which emails you have recently sent. This way, you do not have to search for the same email every time.

Click to enlarge.

Smart Mail Filtering

The Smart Mail menu offers different search filters to assist with your searches. The Filter by Name filter allows you to search for emails by name. The Filter by Tag filter allows you to search for emails based on tags.

With Smart Mails, marketing teams can tag each email. This way, sales teams can quickly select and send Smart Mails without needing to search for the appropriate emails.

Click to enlarge.

Contact Reception

The Smart Mail menu shows you when a contact has already received an email. An orange dot indicates if the contact you selected has already received an email. This allows you to avoid sending the same email to the same lead.

Email Preview

The Smart Mail menu allows you to preview an email before editing. When preparing to send a Smart Mail, you can see a preview of that email directly in the same window. This way, you have an idea of what the email looks like before quickly sending or personalizing the email.

Click to enlarge.

Sending Smart Mails from Opportunities

You can send Smart Mails directly from opportunities. Certain tabs in opportunities have the option available. To send Smart Mails from an opportunity's Contacts tab, do the following:

Choose between sending as soon as possible or at a specific date and time.

Click Send Email.

Click to enlarge.

Important: You cannot have more than 20 recipients across either or both of the CC: or BCC: fields.

Merge Variables and Smart Mails

If the Smart Mail has multiple recipients in the To: field, then all those recipients receive one email. The merge variables populate for the primary To: field, which is the contact that you initiated the Smart Mail on. In addition, the Smart Mail will populate with everything from the contact whose profile initiated the Smart Mail send.

Frequently Asked Questions

Q: Can I see Smart Mails in the Life of the Lead? A: Yes. In a contact's Life of the Lead, click View Smart Mail to see the exact email they received.

Q: Can I see if the Smart Mail was opened? A: Yes. In the contact's Life of the Lead, click theSmart Mail icon for the email you want to view, then click View Smart Mail to see the mail they received.

Click to enlarge.

Q: Are unsubscribe links required in a Smart Mail? A: No. Unsubscribe links are currently only required for emails sent to a list or emails in an automation.

Q: If you CC or BCC someone on a Smart Mail, and they open the email, click a link, or reply to the Smart Mail, do those events show on their Life of the Lead? A: If anyone from the group that was copied opens the email, then everyone in that group gets one open event—and only ever one open event. The click events will only be recorded if they land on a tracked page that recognizes the lead. In that case, any lead who was initially sent the email will get their click event.

Q: Can you establish tracking if you CC or BCC an untracked lead? A: No. Tracking cannot be established when sending to multiple recipients via Smart Mail.

Q: Does a Smart Mail with multiple recipients count as multiple sends towards the SMTP sending limit? A: No. Smart Mails with multiple recipients are single emails with multiple recipients, and they count as a single send.